Administrative Coordinator

Administrative Coordinator

The Administrative Coordinator provides centralized support across the Commercial Management department, assisting with administrative, financial, operational, reporting, and compliance functions. This position works closely with all levels of the Commercial Management team to support day-to-day activities, maintain accurate records and systems, and ensure timely follow-through on departmental and property-related tasks.

Key Responsibilities

• Provide administrative support across the Commercial Management department, including correspondence, reporting, documentation, data entry, and record maintenance.
• Assist with accounts payable processes, including invoice entry, coding, vendor documentation, and workflow follow-up.
• Assist with accounts receivable processes, including tenant payments, deposits, billings, rent statements, account follow-up, and collection support.
• Support month-end close, financial reporting, and other accounting-related processes as needed.
• Track tenant and vendor insurance certificates, compliance documentation, and other required records.
• Maintain accurate property, tenant, and vendor information within Yardi and other departmental systems.
• Assist with tenant inquiries, routine communications, and follow-up, escalating matters to the appropriate team member as needed.
• Support tenant service requests, work orders, vendor coordination, scheduling, requests for quotes, and related documentation.
• Provide administrative and operational support for property inspections, maintenance activities, and other property-level needs.
• Assist with recurring departmental processes, deadlines, projects, and other responsibilities as assigned.

Portfolio Alignment

The Administrative Coordinator does not have an independently assigned portfolio or direct responsibility for property performance. The position provides centralized support across the Commercial Management department and may assist with administrative, financial, operational, and property-level functions under the direction of the appropriate team member.

Qualifications

• 13 years of administrative, accounting support, property management, or related experience.
• Strong attention to detail and organizational skills.
• Ability to manage multiple tasks, priorities, and deadlines.
• Strong written, verbal, and interpersonal communication skills.
• Ability to learn new processes and systems quickly.
• Ability to work independently and follow through on assigned responsibilities.
• Proficiency in Microsoft Office, including Excel, Word, and Outlook.

Preferred

• Experience in real estate or property management.
• Experience with Yardi or another property management/accounting software platform.

Reports To: Director of Operations

Work Closely With: Regional Managers, Senior Property Managers, Property Managers, Assistant Property Managers, Property Coordinators